Custom Invoice Email Domain

Invoice emails normally come from Keito’s address, with your sender display name. On the Business plan you can send them from an address on your own domain instead, such as billing@acme.example. Your clients see your domain in the From line, and each message is signed with DKIM for your domain, so mail providers can confirm that you authorized it.

You set it up once in Invoices > Configure > Messages > Email sender by publishing four DNS records: one TXT record that proves you control the domain and three CNAME records for DKIM. Your website, mailbox, MX records, SPF record, and other email stay exactly where they are. Keito never edits your DNS.

How it works

  1. You choose the From address. For example billing@acme.example, with the name clients see and an optional Reply-To. Keito sends from this address but never receives mail for it, so the mailbox stays wherever you host it today.
  2. You prove the domain is yours. Keito gives you one TXT record with a unique value. Once public DNS shows it, Keito knows you control the domain. A domain can be used by only one Keito workspace at a time.
  3. Keito sets up a signing key for your domain. Keito’s email provider creates DKIM keys for your domain and keeps the private keys. You publish three CNAME records that point to the public keys, so you never handle a key yourself.
  4. You test it, then switch it on. When all four records check out, you send yourself a test email and then select Use this sender for invoice emails. Clients see no change until you do.
  5. Every invoice email is signed for your domain. Receiving mail servers check the DKIM signature against your domain, so the email passes DMARC through DKIM whatever your DMARC policy is. See DMARC, DKIM, and SPF.
  6. Keito keeps checking. Keito rechecks active domains every 15 minutes. If a record goes missing or stops matching, Keito holds invoice emails and shows you why. It never sends them from another address instead. Fix the record and sending resumes. See When invoice emails are held.

Standard sender compared with your domain

Standard Keito sender Your domain
From address Keito’s address, with your sender display name An address on your domain, for example "Acme Billing" <billing@acme.example>
DKIM signature Keito’s domain Your domain
Plans Every plan Business
Setup None Four DNS records and a short guided setup
Replies Your Reply-to email, or the person who sends the invoice The Reply-To you set for your domain; otherwise as for the standard sender

Emails that use your domain

Once your domain is active, Keito sends these emails from it:

  • invoice emails from Send invoice, and resends;
  • payment reminders, both manual and automatic;
  • thank-you emails, both manual and automatic;
  • invoices that recurring invoices send automatically;
  • invoice emails sent through the Keito API; and
  • Keito payment receipts, which go to a client after they pay an invoice online.

These emails don’t change:

  • receipts sent by Stripe or PayPal, which come from those providers;
  • estimate emails; and
  • Keito account and team emails, such as sign-in codes and invitations.

The send and resend dialogs always show the From and Reply-To that an email will use.

Before you start

You need:

  • The Business plan. On other plans, Your domain shows an upgrade prompt. The standard Keito sender works on every plan.
  • The Owner or Administrator role. Other people see “Only workspace owners and administrators can manage the email sender.”
  • A domain your organization controls. Shared mailbox domains such as gmail.com or outlook.com, Keito’s own domains, IP addresses, and public suffixes such as co.uk can’t be used. Wildcards and local names such as .local or .internal are refused too.
  • Access to the domain’s DNS, or someone who manages it for you. Keito can give you a setup sheet to send them.
  • A From mailbox that exists and that someone reads. Keito authenticates the domain, not the mailbox. Some recipients reply to the From address, and bounce notifications can arrive there, so create it before you activate. If you set a Reply-To, that mailbox must exist and be monitored too.

If Keito says “Custom sender domains are not available for this workspace yet” on the Business plan, email support@keito.ai with your workspace name. Invoice emails keep using the standard Keito sender in the meantime.

How long it takes

Entering the sender and publishing the records takes a few minutes. Then Keito waits for DNS. In Keito’s own testing, the ownership record was confirmed within a minute of being published, and DKIM was verified between 1 and 15 minutes after the CNAME records were published. Some DNS providers take longer; in rare cases DNS changes take up to 72 hours to be verified.

Keito checks automatically while you wait, and you can close the page at any point. The setup resumes at the same step when you come back. A setup must be verified within seven days or it expires.

Set it up step by step

  1. In Keito, go to Invoices > Configure > Messages, find the Email sender card, and select Your domain.
  2. Enter the sender name, the From address on your domain, and an optional Reply-To, then select Start setup. Step 1 in detail.
  3. Copy the TXT record Keito shows into your DNS provider. Keito finds it automatically, usually within a minute. Step 2 in detail.
  4. Copy the three CNAME records into your DNS provider. If someone else manages your DNS, send them the setup sheet from the same step. Instructions for common DNS providers.
  5. Wait for the Verify step to pass all three checks. Keito checks automatically, and you can close the page while you wait.
  6. On the Ready step, send a test email, confirm it arrived with DKIM passing, and select Use this sender for invoice emails. Test and activate in detail.

From then on, invoice emails go out from your address. The send dialog always shows the From and Reply-To before you send.